Applying for Travel Expenses Support (Manual)＜KEK User Support System＞
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Introduction .................................................................................................................................................................... 1
１．Flow of receiving travel expenses ........................................................................................................................ 2
２．Travel expense application .................................................................................................................................... 3
About submission of receipt ..................................................................................................................................... 5Offset ........................................................................................................................................................................... 8
４． Confirm application status................................................................................................................................... 9Issue an accommodation usage certificate............................................................................................................. 9Download letter of business trip .............................................................................................................................. 9
Verification of Itinerary ............................................................................................................................................ 10
５． Cancellation and Change ................................................................................................................................... 10
６． Bank Account registration ................................................................................................................................. 11

Introduction⚫

KEK users can apply for KEK Travel expense applications.

⚫

The Details of payment amount are round-trip transportation expenses, daily allowance, andaccommodation expenses. Transportation expenses includes only domestic travel and is equivalentamount to the amount using public transportation. Even if you are on a business trip from overseas, the scopeof payment is only for domestic travel.

⚫

The amount of payment will be calculated in accordance with the KEK Travel Expenses Regulations.
Therefore, the calculated amount may not be equal to the actual itinerary. The calculated amount will varydepending on the business content, position at affiliation, accommodation, etc.

⚫

Please note that travel expense application and application to visit J-PARC (application to enter JPARC site) are different procedures.

⚫

Sign in to the KEK User Support System to apply for travel expenses. In order to sign in, it is necessary
to register a user account and/or add additional duties in the relevant fiscal year.
https://krs.kek.jp/uskek/ui/UI_00000E⚫

Change your affiliation information before applying for travel expenses as it affect the calculation of travel
expenses.

１．Flowchart of receiving travel expenses[Bank Transfer] If you have a bank account in Japan, you will receive it by bank transfer.

1．Apply for travel expenses
Must be pre-application in principle.
原則事前申請2．Application approved
You will receive a notification of approval completion from the system within a few business days to a week afterapplication.

申請後数営業日～1 週間程度でシステムから承認完了の通知が届きます

3. Register a bank account
4．Confirm the itinerary
A few business days after the end of the business trip, you will receive a confirmation request notification fromthe system, and confirm immediately. After confirmation, Users Office proceeds to calculation. For any changes,
inform Users Office the details at [modify] of itinerary Verification via the system.

5．Paid by bank transfer
Regular payment date around the 25th of every month excluding bank holidays.
Normally, for business trips that end by the 25th, payment is made on the regular day of the following month, but
depending on the procedure, payment may be made after that.

[Cash transfer] If you do not have a bank account in Japan, you will receive in cash.

1． Apply for travel expenses
Must apply at least 2 weeks before the business trip start date.

2．Application approved
You will receive a notification of approval completion from the system within a few business days to a week afterapplication.

3． Confirm itinerary and payment date
You will receive an email from the Users Office about confirming the itinerary details and pick-up date.
Reply promptly.

4． Receive travel expenses in cash
Please come to the J-PARC Center Users Office (for business trips at the Tokai Campus) or Accounting
Division (for business trips at the Tsukuba Campus) on the designated date.
If your itinerary changes while you are on a business trip, please contact Users Office immediately.
Please make sure that it takes several business days from recalculation of amount to payment date.

２．Travel expense application
As a general rule for application, applicant must apply before business trip. For payment, if travel expenses
cannot be paid by bank transfer to domestic bank account, ex. travelers from overseas, payment by cash isavailable instead. If you do not have a bank account in Japan and wish to receive in cash, please apply at least 2weeks before the start date of your business trip as it will take time to prepare.
KEK User Support System https://krs.kek.jp/uskek/ui/UI_00000E
1. Sign in, click the left menu [Accommodation Booking and/or Travel Expenses]
2. Click ‘1. Make an Accommodation Booking and/or Travel Expenses’ displayed on the website.

3. Select the registered [Primary purpose of visit to KEK] and [Details] of [appropriate details].

＊:The selected primary purpose is subject to the travel expenses.
4. [Please select the type of application to be made] ‘Accommodation Booking and Travel Expenses’.
Click [Next].

5. Enter the contents of [Travel Expenses Application] and click [Next].
For itineraries that are difficult to enter in (1) to (6), please describe the details in (7).
If you are uncertain about filling out the form, please contact Users Office (j-uo@ml.j-parc.jp).

①As a general rule, advance application is required, but it ispossible to apply after the trip if you have permission from thetravel expense approver.
②Graduate students: Home
Other than Graduate students: Affiliated institution[For Business trips from overseas] Since the scope of payment
is limited only for travel in Japan, domestic airports areapplicable departure and arrival points.
③ Ifdepartureandarrivalpoints

aredifferent

fromhome/university/company, for-instance going to anotherbusiness trips before and after, select ‘Other’ and enter
correctly. Make sure that KEK only pay for the relevant part ofKEK business.
[Example: Before business in J-PARC, having a trip to YYY
University departed from my Institute. -> Select ‘Others’ andenter location details.]④If there is a waypoint between the departure point and thearrival point, select ‘Yes’ and enter details. Make sure KEK
only pay for the relevant part of KEK business.
⑤If ‘Yes’ please submit the original boarding pass (boardingcertificate) and receipt immediately after the business trip.
After receiving the documents, the payment procedure willresume. Mail a documents or send an electronic data by email.
If the travel information on boarding pass and receipt are notrelated, we may ask you to submit an itinerary and/or an email
at the time of booking, etc.
⑥If you have other travel expenses paid by KEK in series withthis business trip, select ‘Yes’ and enter details. [Examples:ABC Committee / 123 Experiment]⑦ Please enter any supplementary information and items which will be affected/related to calculation of transportation
expenses, daily allowance and accommodation expenses (these are travel expenses), such as the followings.
- use different routes for round trips- have another business before and after of this trip

- have another business during this trip [Example: 1April-5April for 123 expt., 3April-8April is 456 expt.]- get a travel budget paid by other KEK business- ride in the car another person drives- use a KEK shuttle bus between Tsukuba and Tokai campus- use accommodation other than the dormitory- receive a reward- package tour, etc

Payments which overlaps with other expenses are not allowed. Adjust the burden part before this application.
⑧Entry is unnecessary for this column.
⑨If this visit is not for allocated bemtime, describe the reason in ⑦ or here.
(Examples) preparation of experiment, pre-meeting, tidying up, data analysis, etc.

6. Check the contents and if there is no typing error, click [Next] to complete the application.
When the approval of the travel expense approver is obtained, the system will notify you of the completion ofapproval.
Please note that it may not be approved due to budgetary conditions or other reasons.
Travel expenses are calculated according to KEK Travel Expense Regulations.

Receipt of aircraft
You do not need to submit a receipt for the railroad fare, car fare, and accommodation fee, as thetravel expenses will be paid at the specified amount. Receipts need to be submitted only when using anaircraft. Please send a documents or send by email an electronic data the original boarding pass(boarding certificate) and receipt immediately after the business trip. After receiving the documents, thepayment procedure will resume.
* If the boarding pass and receipt information are not related in series, we may ask you to submit
supplementary documents, ex. an itinerary, an email at the time of booking, and etc.

3．Accommodation reservation & travel expense application
Offsetting for deduction the accommodation expenses from travel expenses to be paid.
(Applicant must select ‘Accommodation Reservation & Travel Expense Application’ of [application type]).
KEK User Support System https://krs.kek.jp/uskek/ui/UI_00000E
1.

Sign in, click the left menu [Accommodation Booking and/or Travel Expenses]

2.

Click ‘1. Make an Accommodation Booking and/or Travel Expenses’ displayed on the right side.

3.

Select the registered [Primary purpose of visit to KEK] and [Details] of [appropriate details].

＊:The selected primary purpose is subject to the travel expenses.

4.

[Please select the type of application to be made] ‘Accommodation Booking and Travel Expenses’.
Click [Next].

5.

Enter the contents of [Accommodation Booking] and click [Next].

6.

Enter the contents of [Travel Expenses Application] and click [Next].
For itineraries that are difficult to enter in (1) to (6), please describe the details in (7).
If you are uncertain about filling out the form, please contact Users Office (j-uo@ml.j-parc.jp).

①As a general rule, prior application is required. Even after abusiness trip application will be acceptable if the travel
expense approver permits.
②Graduate students: Home
Other than Graduate students: Affiliated institution[For Business trips from overseas] Since the scope of payment
is limited only for travel in Japan, domestic airports areapplicable departure and arrival points.
③ Ifdepartureandarrivalpoints

aredifferent

fromhome/university/company, for-instance going to anotherbusiness trips before and after, select ‘Other’ and enter
correctly. Make sure that KEK only pay for the relevant part of
KEK business.
[Example: Before business in J-PARC, having a trip to YYY
University departed from my Institute. -> Select ‘Others’ andenter location details.]④If there is a waypoint between the departure point and thearrival point, select ‘Yes’ and enter details. Make sure KEK
only pay for the relevant part of KEK business.
⑤If ‘Yes’ please submit the original boarding pass (boardingcertificate) and receipt immediately after the business trip.
After receiving the documents, the payment procedure willresume. Mail a documents or send an electronic data by email.
If the travel information on boarding pass and receipt are notrelated, we may ask you to submit an itinerary and/or an email
at the time of booking, etc.
⑥If you have other travel expenses paid by KEK in series withthis business trip, select ‘Yes’ and enter details. [Examples:ABC Committee / 123 Experiment]⑦Please enter any supplementary information and items which will be affected/related to calculation of transportation
expenses, daily allowance and accommodation expenses (these are travel expenses), such as the followings.
- use different routes for round trips- have another business before and after of this trip

- have another business during this trip [Example: 1April-5April for 123 expt., 3April-8April is 456 expt.]- get a travel budget paid by other KEK business- ride in the car another person drives- use a KEK shuttle bus between Tsukuba and Tokai campus- use accommodation other than the dormitory- receive a reward- package tour, etc

Payments which overlaps with other expenses are not allowed. Adjust the burden part before this application.
⑧Entry is unnecessary for this column.
⑨If this visit is not for allocated bemtime, describe the reason in ⑦ or here.
[Examples: preparation of experiment, pre-meeting, tidying up, data analysis, etc.]

7.

Check the contents once again and click [Next]. Once it is approved by travel expense approver, you will
receive an approval completion notification from the system. Make sure that your requests may be remanded
due to budgetary conditions or other reasons and the amount is calculated in accordance with the KEK Travel
Expenses Regulations.

OffsetOnly for travel expense applicant. Once the applicant books Tokai/Tsukuba Dormitory and apply for
travel expenses, accommodation expenses of the dormitory will be deducted from the travel expenses
which will be transferred. Therefore ‘offset’ eliminates the need to pay dormitory room rates at check-out.
Check if application is applied to offset :Sign in https://krs.kek.jp/uskek/ui/UI_00000E and go to[Accommodation Booking and Travel Expenses Application Status] , ‘Accommodation charges’ field of[1.Accommodation and Travel Expenses Status]. Status of application is as follows.
DEDUCTED : Subject to offset
UNPAYED : Not Satisfied to offset, charged (paying not done)
NOT FIXED : Not Satisfied to offset, before check-in// Requirements // Travel expenses and Tokai / Tsukuba dormitories usage fees can be offset when allof the following conditions are met.
1.

Select [Accommodation Reservation & Travel Expense Application] as the application type when
applying for accommodation. If you apply for travel expenses and accommodation reservations
separately, will not be offset. To modify applications to offset, please contact Users Office (j-uo@ml.jparc.jp).

2.

There is no inconsistency between the period of travel expense application andaccommodation reservation. Example) If the accommodation reservation period is longer than thetravel expense application period, it will be considered inconsistent and will not be offset.

3.

The business of travel expense application is same with accommodation application.

4.

Never multiple budgets executed by KEK (including external funds such as Grants-in-Aid for ScientificResearch).

5.

In the travel expense application, the departure location and final destination are not ‘Others’ and there
is no waypoint.

6.

Payment will be made by bank transfer.

7.

Accommodation fee is unpaid.

４．Confirm application status
KEK User Support System https://krs.kek.jp/uskek/ui/UI_00000E
1.

Sign in, click the left menu [Accommodation Booking and Travel Expenses Application Status]

2.

Click ‘1. Accommodation and Travel Expenses Status’ displayed on the right side.

3.

Select the reservation number to open the reservation details.

Issue an accommodation usage certificate
1.

After 3, click [Dorm Usage Record] at the bottom.

2.

The accommodation permit ‘KEK Tsukuba/Tokai Dormitory Reservation Confirmation’ will be displayedand can be downloaded and printed. * Showing it at dormitory will make the check-in smoothly.

Download Invitation Letter of business trip
1. After 3, click [Work Travel PermissionReq] in the very bottom.
2. The business trip request form will be displayed. Download and print it.
The [Work Travel PermissionReq] button will be visualized after the travel expense application is approved.

Verification of Itinerary
You will receive an itinerary confirmation request email within a few days after your business trip.
Follow the directions to complete the confirmation.
Payment procedure will not be done unless confirmation is completed.
1. After 1, select ‘2. Verification of Itinerary and accommodation’.
2. Click the reservation number of the application for which you want to confirm the itinerary.
3. Check the contents and if there are no problems, [Confirm] → [Confirm].
* If there are any changes, please let us know the changes in [Modify].

５．Cancellation and Change
KEK User Support System https://krs.kek.jp/uskek/ui/UI_00000E
1. After signing in, click the left menu [Accommodation Booking and/or Travel Expenses].

2. Select ‘2. Cancel/Change Accommodation Booking or Travel Expenses Application’ on the left menu.
3. Select the reservation number you want to change or cancel from the application list.
4. Click [Cancel Travel Claim] or [Change Travel Claim]

5. Complete to [Change] or [Cancel].
6. Must cancel your accommodation separately as accommodation application will not be canceled just bycanceling travel expense application. Return to the application list (5) and perform [Cancel Accommodation].

６． Bank Account registration
If you have a bank account in Japan, follow the directions below to register your account information. (Those whohave registered in the past with the KEK User Support System do not need to register again unless the accountinformation is changed.)
Only those who do not have a bank account in Japan, such as travelers from overseas, will be able to pay
in cash at the UO counter.
KEK User Support System https://krs.kek.jp/uskek/ui/UI_00000E
1. After signing in, click the left menu ‘Administrative Procedures for Visiting J-PARC’, [1. Administration relating
to your visit].
2. Click [Next]

3. Click [Submit] on ‘Request for bank account number registration & change (Japan only)’ at [Online Application
Forms]

4. Read carefully ‘Notice of registration’ and enter your account information.

Select [Registration] or [Change]

Fill in the account name on the first page of thepassbook spread

Enter your own address and phone number

If you select ‘Yes’ and enter your email address, youwill be notified when the transfer date is confirmed.

5. Confirm the input contents, [Confirm] → [Confirm]
Bank transfer will be made on the regular payment date (around the 25th of every month) after the payment
procedure is completed. Basically, payment is made the month after the end of the business trip. If you wish
to change the transfer account, select [Change] in 4 and re-register.